Ambulatory Care Administrative Coordinator 2

UCSF Health; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

UCSF Health Facial Plastics OHNS is seeking an Ambulatory Administrative Coordinator to support day-to-day clinic operations, complex surgery scheduling, and related administrative tasks.

The role requires coordination across departments, handling referrals, authorizations and insurance verification while maintaining high standards of patient service and data accuracy.

Qualifications

• Knowledge of patient scheduling processes and medical terminology.
• Experience with data collection, analysis and reporting.
• Ability to communicate effectively with patients, staff and providers.

Responsibilities

• Provide administrative support to UCSF Health Facial Plastics OHNS practice.
• Manage patient registration, scheduling, and check-in/out processes.
• Handle referrals, authorizations, insurance verification and billing workflows.

Skills

Analytical thinking

Interpersonal skills

Communication

Team collaboration

Education

Bachelor's degree

Tools

EPIC EMR

Microsoft Word

Microsoft Excel

Job description

Job Function Summary

Under direct supervision of the Otolaryngology -(OHNS) Practice Supervisor, the Ambulatory Administrative Coordinator will work independently and have responsibility for providing administrative support to the Facial Plastic OHNS practice. The Ambulatory Administrative Coordinator functions as primary contact for tertiary new and returning patients requiring ambulatory care at UCSF Health Facial Plastics. S/he will work closely with the administrative and management teams to support practice operations, complex surgery scheduling, billing and work queue knowledge and advanced care coordination with multiple departments at UCSF. The Ambulatory Administrative Coordinator serves as a liaison to management to advise on, take lead action on, and provide direction on process improvements initiatives. S/he provides support to all functions of the administrative teams including oversight of: registering and scheduling patients, checking in and out patients, referral work queue management, authorizations, insurance verification, surgery depot management, OR block time utilization, APeX in baskets, scanning and filing. As an Ambulatory Administrative Coordinator, s/he is responsible for addressing and resolving escalated issues of day to day operations in addition to maintaining daily administrative operations and communications relations to the clinic staff, to social workers, physicians and multiple department staff when coordinating advanced care. As a subject-matter expert in patient scheduling and the electronic medical record, the Ambulatory Administrative Coordinator will assist in template building, adjustments, scheduling improvements, and work with support staff and the clinical team to ensure seamless day-to-day clinic operations. The Ambulatory Administrative Coordinator will participate in performance improvement initiative such as the True North Board, in pulling data for the clinic and in feedback related to staff performance. The Ambulatory Administrative Coordinator will participate in UCSF’s Ambulatory-wide initiatives to represent the department and may also present at monthly staff meetings and division meetings with any updates.

Job Description

Job Function Summary

Under direct supervision of the Otolaryngology -(OHNS) Practice Supervisor, the Ambulatory Administrative Coordinator will work independently and have responsibility for providing administrative support to the Facial Plastic OHNS practice. The Ambulatory Administrative Coordinator functions as primary contact for tertiary new and returning patients requiring ambulatory care at UCSF Health Facial Plastics. S/he will work closely with the administrative and management teams to support practice operations, complex surgery scheduling, billing and work queue knowledge and advanced care coordination with multiple departments at UCSF. The Ambulatory Administrative Coordinator serves as a liaison to management to advise on, take lead action on, and provide direction on process improvements initiatives. S/he provides support to all functions of the administrative teams including oversight of: registering and scheduling patients, checking in and out patients, referral work queue management, authorizations, insurance verification, surgery depot management, OR block time utilization, APeX in baskets, scanning and filing. As an Ambulatory Administrative Coordinator, s/he is responsible for addressing and resolving escalated issues of day to day operations in addition to maintaining daily administrative operations and communications relations to the clinic staff, to social workers, physicians and multiple department staff when coordinating advanced care. As a subject-matter expert in patient scheduling and the electronic medical record, the Ambulatory Administrative Coordinator will assist in template building, adjustments, scheduling improvements, and work with support staff and the clinical team to ensure seamless day-to-day clinic operations. The Ambulatory Administrative Coordinator will participate in performance improvement initiative such as the True North Board, in pulling data for the clinic and in feedback related to staff performance. The Ambulatory Administrative Coordinator will participate in UCSF’s Ambulatory-wide initiatives to represent the department and may also present at monthly staff meetings and division meetings with any updates.

S/he works as a team member with other practice staff and consistently projects a professional and courteous demeanor. S/he is a team player who works closely with others and who is flexible in dealing with the changing priorities. S/he is a self-reliant individual who synthesizes his/her knowledge of practice operations in order to problem-solve, prioritize and facilitate complex transactions in the course of his/her daily activities. In addition to providing the day-to-day practice support, the Ambulatory Administrative Coordinator will assist in staff orientation and ongoing training; redistributes work within the OHNS Facial Plastics team as needed; covers for OHNS staff when they are out; helps to supervise and cover other areas of the practice when the Director or supervisor are off-site.

S/he must have the ability to perform and prioritize multiple tasks and work well with staff, patients and providers. A high degree of independence, initiative, assertiveness, and diplomacy are necessary in dealing with faculty, staff and patients in a complex environment. This position functions in the outpatient clinical settings at all UCSF Health sites (Parnassus, Mt. Zion, joint UCSF health partnerships, Satellite Clinics, or with UCSF Faculty at other off-site clinic sites, et al).

Department Overview

Otolaryngology/Head and Neck Surgery service offers a broad scope of outpatient and inpatient services for the diagnosis and surgical management of ear, nose and throat problems; head and neck surgery; and plastic and reconstructive surgery of the face.

Specialty programs include Otology and Neurotology, Head and Neck Surgery, Rhinology and Endoscopic Sinus Surgery, Endocrine (Thyroid and Parathyroid) Surgery, Skull Base Surgery, Facial Plastic surgery,

Qualifications

Knowledge Skills and Abilities (KSAs)

Please List

Knowledge, Skills and Abilities

Req / Pref

• Acquiring knowledge of Patient Rights & Responsibilities, Joint Commission standards, and Centers for Medicare / Medicaid regulations. Knowledge of Medical Terminology. Knowledge of data collection, compilation, and analytical techniques.
• Strong knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirement and best practices.
• Strong analytical and critical thinking skills, with the ability to quickly analyze problems, determine appropriate level of intervention, and develop and apply effective solutions.
• Strong interpersonal skills for effective collaborations with all levels of management and staff, consultants and outside agencies.
• Skills to comprehend and assess patient's grievances to quickly locate appropriate resource for assistance. Working knowledge of the organization and how to get issues resolved.
• Solid interpersonal and customer service skills. Ability to be diplomatic and highly organized. Ability to remain calm under pressure and apply sound judgment.
• Ability to work independently in a fast-paced, demanding environment with minimal supervision. Ability to manage and oversee multiple tasks simultaneously, including high daily call volume.
• Ability to communicate effectively, both orally and in writing.
• Proficiency with Windows-based software including Microsoft word, Excel, Outlook. Knowledge of computer systems and software used in functional area.
• 1-3 years of experience within surgery scheduling
• Prior experience with EPIC EMR

Education, Licenses And Certifications

Education

Req / Pref

• Bachelor's degree in related area and / or equivalent experience / training.

About Us

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values .

In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here .

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html